Serving As Chapter Treasurer Spring 2018

Tools to Assist

Treasurer’s Monthly Report to Chapter Report is given at the first meeting of each month Secretary keeps the monthly reports from March 1-February 28/29 in her files Treasurer should make a copy to keep for reference Used during the audit of the Treasurer’s ledger Matches the Form IRS-LC that must be completed each March

Retention Record All financial information, Annual Reports and IRS-LC forms must be kept for six years Create a file for each year’s documents for easy reference Advise your chapter president and vice president where these materials are located Only the current ledger, checkbook, treasurer’s report and roll book go to chapter meetings If it isn’t on the list…PURGE!!

Fill and Print form posted to the Oregon State website Treasurer’s Remittance Form Accompanies all chapter contributions to International and Oregon projects Fill and Print form posted to the Oregon State website Updated often… Do not print multiple forms Double check your accuracy if not using the Fill and Print option DO NOT use for contributions made by individuals

Chapter Budgeting: Contributions All Oregon Charitable Trust projects: Oregon Cottey Scholarship, Oregon Marguerite Scholarship, Oregon Scholarship, Oregon Education Fund (Undesignated) All International projects: ELF, IPS, PCE, PSA, STAR P.E.O. Foundation: Undesignated, 150 Fund, Individual Chapter Foundation Fund Cottey College Chapter Scholarships

Chapter Budgeting: Chapter Operating Expenses State and International chapter assessments: International Local Chapter Resource Fee ($25), Oregon Official Visit/Area Workshop Fee ($60), State Convention Fee ($20), International Convention Fee ($40) Reciprocity dues Postage, Supplies, Bank fees Yearbook printing Social, Courtesy Travel expenses for chapter delegate to state convention Savings for state convention hostess committee obligations Cash donations to non-P.E.O. projects or education recipients

Special Contributions Honorariums Memorial Contributions Oregon Named Scholarships (minimum $500) International Partners in Peace ($500) P.E.O. Scholar Award Laureate Chapter ($500) Named PCE Grant ($3000)

Annual Dues Begin collecting dues early Consider adding a line in your yearbook in January “Time to Pay Dues” Be especially loving when contacting non- attending members; ask for an update you can share with the chapter Enlist the assistance of chapter sisters who are closer to a non-attending member Consider asking the chapter to pay the dues for a member with health or financial concerns Create a chapter policy regarding the payment of dues by members initiated or reinstated between January and March

Annual Dues Report Do Wait until March 1 to mail the report Check with Corresponding Secretary about # of active members, initiates & reinstatements Understand the difference between “Transfer” and “Reinstatement” Date your dues check February 28/29, 20__ regardless of when it is written Keep a copy for your records

Accounts for all money in and out of the chapter Form IRS-LC Accounts for all money in and out of the chapter Keep detailed records throughout the year Separate deposit types eg. dues, goods sold, donations Double check your math Report the dues collected for the ensuing year Explain the “Other” Receipts and Disbursements Call your state treasurer if you have questions Remember YOU are Treasurer until released by the State Treasurer.

P.E.O. International Forms Emblem Order Form Notice of Dues Tax Status of P.E.O.

P.E.O. International Forms General Liability Insurance Insurance Certificate Request Form

Oregon State Website Chapter Forms Named Scholarship Request Individual Donation Form-International Individual Donation Form-State

Enjoy your term in office Enjoy your term in office. Remember your OSC Treasurer is only a phone call or email away. She is there to assist you in every way possible and make your job easier. Call her anytime. Thank You!!